February 01, 2013

501(c)(3) Reimbursement Guidelines for Forward on Climate Rallies

The following is a checklist of steps to help
you ensure your event will qualify for reimbursement from your Chapter or Group
advised fund at The Sierra Club Foundation.

1.
Track
expenses and any offsetting revenue collected from participants.

The main expenses that can be
reimbursed include expenses for items such as transportation, permits, food,
and educational materials. The expenses
are reimbursable MINUS any fees or donations you collect. Supporting documentation,
such as receipts, invoices, or volunteer reimbursement forms will need to be
submitted to Chapter Funding for reimbursement.
Keep track of and submit an accounting of all revenue as well.

Chapters and groups can support other Sierra
Club entities with 501(c)(3) funds by requesting
a transfer of funds from their Foundation account. Send an email to chapter.funding@sierraclub.org to request a transfer.

2.
Make sure the event is open to the public, and not just
Sierra Club members.

3.
Don’t actively recruit members (although it is acceptable to hand a participant
a membership brochure if asked).

4.
Use the factsheets and educational materials already provided
and approved by Compliance Review.